2016 Athens Regional Library System Board Minutes

f . >

< 4 < - f • < • { . < 4 i 4 i

i 4 < 4 4 4 ( 4 ( . f « < . < . <

< • ' • «

ATHENS REGIONAL LIBRARY BOARD
2015 ATTENDANCE RECORD

ATHENS REGIONAL LIBRARY SYSTEM BOARD OF TRUSTEES MEETING
Thursday, January 21, 2016
DRAFT AGENDA

III. Public Comment [3-minute limit]

IV. Approval of Minutes, Regular Quarterly Meeting, October 15, 2015

V. Adopt the January 21, 2016 Meeting Agenda

VI. Financial Report, FY16Q2 - prepared by Mamie Simonds, Business Manager

VII. Regional Reports

Athens-Clarke County
Franklin County
Madison County
Oconee County

- Oglethorpe County

VIII. Director' s Report (including any Staff Presentations)

- Results AUP Audit from GPLS
Hot Dog Day

- Bequest to ARLS

IX. Committee Reports

X. Communications

XI. New Business

XII. Board Actions

XIII. Old Business

XIV. Adjourn

Next Meeting April 21, 2016 at 3:30 pm

ATHENS REGIONAL LIBRARY BOARD
Draft Minutes of October 15, 2015 Meeting

Athens-Clarke County Library Board Room 3:30 pm

Meeting was called to order at 3:33 pm by Chairman Slater (Franklin County).

Present were Ms. Mills and Mr. Wyatt (Oconee County), Mr. Gresham, Mr. Shapiro, Ms.
Westmacott (Oglethorpe County), Mr. Eberhard, Mr. Hopper, Mr. Prokasy, and Mr.
Timmons (Athens-Clarke County).

New Board member Mr. Harry Rice (Madison County) was present and will be finishing
the term left vacant by Mr. George Nale’s resignation.

Absent were Mr. Campbell (Oconee County), Ms. Harrison and Ms. Booth (Madison
County), as well as Mr. Cannon and Ms. Shoemaker (Franklin County).

Staff present were Ms. Bell, Ms. Simonds, Ms. Brumby, Ms. Gay-Griffin, Mr. Bush, Ms.
Stanley, and Ms. Ovington (who recorded the Minutes).

The Minutes of July 15, 2015 board meeting were unanimously approved (moved by
Ms. Mills, seconded by Mr. Wyatt). The Agenda was unanimously approved (moved by
Mr. Hopper, seconded by Mr. Shapiro). There was no public comment.

Financial Report:

Ms. Simonds stated that we are in the 1st quarter of fiscal year 2016, and so revenues
and expenditures should be at around 25%. Revenues are at 24.22% and expenditures
are at 23.44%. ARLS also received a STEAM materials grant from the State totaling
$10,000, and that was spent during the 1st quarter. Ms. Simonds also presented a
handout of outside grants and told the board that Terry Masters, CPA will be conducting
the annual audit (AUP) during the week of December 14th, 2015.

Regional Reports

Athens-Clarke County:

Mr. Eberhard relayed that the Friends of the Athens-Clarke County Library raised
over $20,000 in their recent Book Sale, the “Reimagine Your Library” advocacy
campaign is on track, and the Director’s Report lists out the many successful programs
and supplemental activities being offered.

Madison County:

Mr. Harry Rice represented Madison County, replacing George Nale and will
officially be on the ARLS Board in January 2016. He delivered the report, relaying that
the Friends of the Madison County Library raised over $4,000 in their recent Book Sale,
their zen garden and fountain is installed, and library usage statistics have risen.

Oconee County:

Mr. Wyatt stated they had 924 programs with increased numbers in attendance
and new library cards. Their budget is in line, and their Friends had a booth at the
Oconee Fall Festival. Regarding the Bogart Library expansion, Kathryn Ames agreed to
be an advisor/consultant. The expansion has appeared as the number seven project on
the list of expansions slated. There is an artist’s rendering of proposed changes the
BOE & Commission have seen.

Page Two

Athens Regional Library
October 15, 2015

Ms. Mills reported the Friends of the Oconee County Library raised over $14,000 in their
recent Book Sale. Also, for a year now they have had a bookseller who comes to the
sale and pulls books to sell on eBay on their behalf for a 50/50 commission. They
exceeded goals forth in their Strategic Plan. Amy Perry, a Director of Secondary
Curriculum, has been appointed to their Board, more to come. They will elect new
officers on January 11th, 2016. There is a $4,500 Memorial Fund set aside, and FOL
has been working with a local landscaper to get a bench installed to honor their former
Board Treasurer.

Oglethorpe County:

Ms. Westmacott reported that Branch Manager Tiffany Speed is still out
on leave and expressed gratitude to the staff members who’ve provided back-up,
especially Lorena Gay-Griffin. Their Board of Commission did not increase financial
support this year. The City of Maxey’s has not responded. The Friends of the
Oglethorpe County Library raised over $950 in their recent Book Sale. Their roof is in
need of repair.

Franklin County:

Ms. Slater referred to the Director’s Report for a list of activities and
programs. They have a new Franklin County representative coming onto the ARLS
Board soon: Cindy Bryan (who used to drive the Bookmobile). Ms. Slater thanked
everyone for their support as this was her final Board Meeting, term is expiring.

Director’s Report, by Valerie Bell:

Valerie Bell presented the director’s report in a new format. She said the reports would
be a knowledge management tool to be used throughout the year.

• Staff Development Day is November 11, 2015 (Veteran’s Day). All board members are
invited to attend. The keynote speaker will talk about smart ways to handle and diffuse
issues with upset patrons, among other topics. (All library branches will be closed to the
public that day.)

• The Re-lmagine Your Library campaign is going well. There were four billboards
promoting September as National Library Card Sign-up Month in September. In August,
there were radio spots promoting library cards as the most important back-to-school tool.

• Library card sign-ups increased 25% in August 2015 over August 2014. September 2015
card registrations were up 20% over September 2014. Ms. Bell credited some of the
September increase to school nights at the library, a partnership between Clarke County
elementary schools and the library, spearheaded by Children’s Librarian Evan Bush.

• The library received a $10,000 STEAM grant from GPLS to purchase items.

• Heritage Room Librarian Angela Stanley was accepted to participate in PINNACLE, a
GPLS-sponsored year-long leadership program.

• The Bob and Clare Clements reception was a success. This was planned by Ms.

Stanley. There were about 200 people at the program and reception. The art exhibit will
remain on view through November 30, 2015.

Page Three

Athens Regional Library
October 15, 2015

• Regional-wide, the Summer Reading Program went very well with over 7,000 total
registrants reading over 147,000 books; 41,000 people attended SRP programs.

• PINES has developed a new library card with children’s art on it, in 2 designs, and
patrons may pay $2 for the card.

• GPLS Construction grants: Kathryn Ames as a consultant in the planning, expansion
and construction of the Bogart Branch building project with a stipend to come out of
construction budget was proposed, using a standard fee structure. Discussion followed
by a vote regarding Ms. Bell to proceed with discussions with Mrs. Ames regarding being
paid for consultation on the Bogart expansion project, with the knowledge that the Board
has approved that the final fee be voted on at a later meeting (moved by Mr. Hopper,
seconded by Mr. Timmons, unanimously approved).

Authorizations and Approvals

A. Authorization to partner with the Food Bank of Northeast Georgia as an intermittent non-
perishable food collection site, dependent upon space and time availability and at the
discretion of the Library Director (moved by Mr.Shapiro, seconded by Ms. Westmacott,
unanimously approved).

B. Authorization to partner with the Food Bank of Northeast Georgia on various activities as
they arise, dependent upon space and time availability and at the discretion of the Library
Director (moved by Mr. Gresham, seconded by Mr. Shapiro, unanimously approved).

C. Approve all branches of the Athens Regional Library System to be closed to the public on
Wed., November 1 1 , 2015, so that staff may attend the annual Staff Development Day of
Training (moved by Mr. Shapiro, seconded by Mr. Prokasy, unanimously approved).

D. Approve the schedule of dates and times to hold the Athens Regional Library System
Board of Trustee quarterly meetings for the 2016 calendar year (moved by Mr. Gresham,
seconded by Mr. Shapiro, unanimously approved).

E. Approve the 2016 annual holiday closing schedule for all facilities in the Athens Regional
Library System (moved by Mr. Prokasy, seconded by Mr. Shapiro, unanimously
approved).

F. Approval for Oglethorpe Branch Manager Tiffany Speed to return to work in December on
a part-time schedule not to exceed 4 months (moved by Mr. Eberhard, seconded by Mr.
Shapiro, unanimously approved).

G. Authorization to allow full-time staff, of an equal or higher salary, the ability to donate sick-
time hours to a specific employee as the ARLS board determines a Sick Leave Bank
policy. Discussion ensued, and it was recommended by Mr. Timmons that the ARLS
Resource Team designate an ad-hoc committee to examine this staffing idea. It was
moved by Mr. Timmons that the Board agrees to approve the concept of institutionalizing a
shared or contributed sick leave bank (seconded by Mr. Hopper, unanimously approved).

Unfinished Business: None

Page Four

Athens Regional Library
October 15, 2015

New Business:

Election of Officers - Mr. Prokasy, as representative of the Personnel
Committee, presented this recommended slate of Officers for 2016:

Tom Gresham, Chairman
Rita Shoemaker, Vice-Chair
Penny Mills, Treasurer
Wally Eberhard, Member-At-Large

(Moved by Mr. Timmons, seconded by Mr. Hopper, unanimously approved).

Announcements: None

An Executive Session convened to discuss and vote upon the Six-Month performance
Evaluation of Director Valerie Bell, and staff was excused at 4:32 pm (motioned by Mr.
Shapiro, seconded by Mr. Hopper).

At 4:50 pm the Board came out of Executive Session to vote on the Director’s Review
as reported (motioned by Mr. Shapiro, seconded by Ms. Westmacott), unanimous
approval.

Adjournment: The Board Meeting was adjourned at 4:51 pm (moved by Mr. Hopper
seconded by Mr. Rice and approved unanimously).

Next Meeting is April 21, 2016 at 3:30 p.m., Athens-Clarke County Board Room

DRAFT 01/04/2015 MFS

FY2016

Athens Regional Library
July 1, 2015 through December 31, 2015

Revenue:

Budget

Amount

Amount

Received

Balance

% of Budget
Received

Reaional:

Interest

4,000.00

1,042.54

2,957.46

26.06%

Donation Hartman Estate

-

32,785.00

(32,785.00)

Regional Fees

-

3,402.27

(3,402.27)

Personnel

634,456.31

317,228.16

317,228.16

50.00%

STEAM MATERIALS GRANT

10,000.00

10,000.00

-

100.00%

System Services Grant

60,234.69

30,117.35

30,117.35

50.00%

Outreach

107,400.00

53,700.00

53,700.00

50.00%

Talking Book Center

76,600.00

38,300.00

38,300.00

50.00%

892,691.00

486,575.31

406,115.69

54.51%

Expenditures:

Budget

Amount

Amount

Expended

Balance

% of Budget
Expended

Reqional:

Wages/Benefits Courier

24,751.00

9,258.92

15,492.08

37.41%

Vehicle Operating &Repairs

6,810.00

1,647.34

5,162.66

24.19%

Summer Reading Club

4,000.00

345.57

3,654.43

8.64%

Debt Collection Service

6,000.00

1,924.25

4,075.75

32.07%

Workers Compensation

12,000.00

271.40

11,728.60

2.26%

Professional Fees

4,575.00

1,056.82

3,518.18

23.10%

Postage

4,000.00

575.00

3,425.00

14.38%

Travel

6,702.00

5,031.09

1,670.91

75.07%

Printing and Publicity

1,000.00

230.45

769.55

23.05%

Dues/Registration

2,000.00

430.00

1,570.00

21.50%

Computer Maintenance

2,420.00

-

2,420.00

0.00%

Insurance

17,142.00

-

17,142.00

0.00%

Supplies

20,000.00

129.87

19,870.13

0.65%

Personnel

634,456.31

317,228.16

317,228.16

50.00%

STEAM MATERIALS GRANT

10,000.00

10,000.00

-

100.00%

System Services Grant

60,234.69

30,117.35

30,117.35

50.00%

Talking Book Center

76,600.00

38,300.00

38,300.00

50.00%

Totals

892,691.00

416,546.21

476,144.79

46.66%

Revenues over (under)expenditures

70,029.10

Revenues

Budget FY16

Athens-Clarke County

1,984,561.00

Franklin County

101,450.00

Madison County

216,848.00

Oconee County

473,090.00

Oglethorpe County

88,162.00

TOTAL

2,864,111.00

Expenditures

Athens-Clarke County

1,984,561.00

Franklin County

101,450.00

Madison County

216,848.00

Oconee County

473,090.00

Oglethorpe County

88,162.00

TOTAL

2,864,111.00

Revenue over (under)expenditures

.

Actual

Balance

% of Budget

959,604.90

1,024,956.10

48.35%

41,141.26

60,308.74

40.55%

109,321.21

107,526.79

50.41%

218,350.31

254,739.69

46.15%

35,547.81

52,614.19

40.32%

1,363,965.49

1,500,145.51

47.62%

959,604.90

1,024,956.10

48.35%

54,223.03

47,226.97

53.45%

104,561.21

112,286.79

48.22%

225,630.51

247,459.49

47.69%

32,778.37

55,383.63

37.18%

1,376,798.02

1,487,312.98

48.07%

(12,832.53)

A

*

ARLS FY2016 Balance sheet 12/31/2015

Cash In Bank (10101)

Petty Cash (10103 )

Change Cash (10104 and 10102)

Total Cash and Cash Equivalents

Investments (10111)

Investments (10112)

Total Investments

Interest Receivable (10114)

Interfund Accounts Receivable (10132)

Intergovernmental Receivable - State Government (10150) *

Intergovernmental Receivable - Federal Government (10150)*

Intergovernmental Receivable - Local Government (10150)*

Accounts Receivable - Other (10140)

Allowance for Uncollectible Accounts (10141) Enter as negative

Inventory for Resale (10172)

Prepaid Expenses (10181)

Other Current Assets (10199)

TOTAL ASSETS

$1,803,002.37

1,050.00

$500.00

$2,051,924.60

LIABILITIES

Cash Overdraft (any cash accounts with negative balances should be reported here instead of assets)

Interfund Accounts Payable (20402)

Accounts Payable (20421) I $

Sales Tax Payable (20425) $

Construction Contracts Payable - Retained Percentage (20432)

Construction Contracts Payable (20433)

Due to Other Governments (20440)

Salaries and Benefits

Salary Payable (20478)

Payroll Deductions Payable (20470)

Federal Income Tax Payable (20471)

Georgia Income Tax Payable (20472)

Teacher Retirement Payable (20473) I $

Group Health Insurance Payable (20475)

Other Group Insurance Payable (20476)

FICA Payable (20477) *

Other payroll withholdings payable (20479)

Total Salaries and Benefits Payable I $

Deferred Revenue (20481)

Other Current Liabilities (20499)

Total Liabilities I $

54,013.71

Fund Balance

$1,997,910.89

ARLS FY2016 Balance sheet 12/31/2015

Cash In Bank (10101)

Petty Cash (10103 )

Change Cash (10104 and 10102)

Total Cash and Cash Equivalents

Investments (10111)

Investments (10112)

Total Investments

Interest Receivable (10114)

Interfund Accounts Receivable (10132)

Intergovernmental Receivable - State Government (10150) *

Intergovernmental Receivable - Federal Government (10150)*

Intergovernmental Receivable - Local Government (10150)*

Accounts Receivable - Other (10140)

Allowance for Uncollectible Accounts (10141) Enter as negative

Inventory for Resale (10172)

Prepaid Expenses (10181)

Other Current Assets (10199)

TOTAL ASSETS

$1,803,002.37

1,050.00

$500.00

$2,051,924.60

LIABILITIES

Cash Overdraft (any cash accounts with negative balances should be reported here instead of assets)

Interfund Accounts Payable (20402)

Accounts Payable (20421) I $

Sales Tax Payable (20425) $

Construction Contracts Payable - Retained Percentage (20432)

Construction Contracts Payable (20433)

Due to Other Governments (20440)

Salaries and Benefits

Salary Payable (20478)

Payroll Deductions Payable (20470)

Federal Income Tax Payable (20471)

Georgia Income Tax Payable (20472)

Teacher Retirement Payable (20473) I $

Group Health Insurance Payable (20475)

Other Group Insurance Payable (20476)

FICA Payable (20477) *

Other payroll withholdings payable (20479)

Total Salaries and Benefits Payable I $

Deferred Revenue (20481)

Other Current Liabilities (20499)

Total Liabilities I $

54,013.71

Fund Balance

$1,997,910.89

o

o

o

o

00

o

o

o

o

o

fN

o

o

o

o

o

o

o

o

oo

o

o

o

o

o

rH

o

o

o

o

o

o

o

o

o

o

o

oo

o

o

(N

in

d

d

o

o

LH

o

o

o

o

o

rH

o

o

m

rH

o

o

o

o'

LO

(N

rH

in

CD

in

o

o'

in

rH

o

m'

CD

(N

00

m'

CN

rH

o

N

00

o

m

rH

rH

rH

CM

rH

<N

o rn th
in m oo
- • vo

id rn
rvi

o

o

rsj

o

o

o

oo

o

o

o

vo

oo

d

o

rn

fN

rH

o

o

00

m

q

m

rn

d

in'

Cf

CD

UD

O

m

C

3

O

E

<

5

T3

E

£

c

o

k_

’<3

a.

re

-Q

*k

u

o

4-*

o

to

re

CO

o

o

re

k_

"re

c

re

>

re

£■

4— <

CO

4-»

to

ID

re

k.

o

E

re

u.

o

>-

re

u

’c

ns

CL

to

X

c

CO

0)

c

o

-C

CL

jre

CD

4-»

"re

c

o

o

u

00
o

L-

Q.

tr

ro

k.
£
to

4-*

c

CO

k_
00
CD
>* Q.

k.

O

E •=

CO 4_.

! §

oc CD

CD
OO

HJ t/> CD

■*-» - 4—*

*C c fO

* E 2

X T3 ^

0 := *+=

g -5 w

ro -j i
S- 5 u

,!2 ai u

1 2 <

m

L

00

CL -2

< CO
LU ‘C
— I CD

-s

£■

CO

_ -Q

CO

c

o

4-*

CO

u

3

u

■a

o

U 4_» I4J

111

CL CO <

~ ,*5

co

k_

CD

4-*
CO

§ -a

3

0
>-

1 ^

00 CO

CO

E

're

oc

$

c

3

o

u

c

o

5 z

CO

Q

4-4

c

CD

E

Q.

_o

CD

>

CD

Q

Jt=

CO

4-*

in

k_

o

co ^

4-*

T3 S'*

| O
^ cc

0)

oo

O

T3

C

CO

CD

CD

c

o

u

O

c

o

~0 T3
C CO

a 2

co

'C

c ^
c ^

ro ro

00 ^
O _Q)

1 1

c .E

CO

CL ■£
tO CO

CD

3

U

’c

CO

CL

c

O _i
co CJ
Q. U
3 <

2 T3
oo C
c
o

.2
'u
CD

4-»

CO
2

£■ a t

C

0 §

U =5

<D i/>

Q. T3

1 l
0) 0)
oo c
O £

P. 2

w JO
•£ .2 ^
ii Is o
00
O

CO

° ^
4-* ^

>-

O

a:

T3

c
co
-Q

^ ~o
< co
LU O

h- i-
tn co

in

H

>-

C

ro

<3

re .
2 o

to 4-»

c

(0

»-

& u
re

re

c

o

M

re

CC

to

c

re

< <
cd tD
=5 =5
-C _c

4-» 4-4

I >

o o

4-* 4-»

to to

X X
O O
C C

o o

to to

c

co

<D

4-»

c

CD

c

re

re

>-

re

re

>-

re

k.

00

o

o

CO

o

o

CO

*c_

CD

4—*

CO

c

o

o

o

o

u

‘to

2

2

o

T3

C

m

X

LU

in

X

LU

3

4-»

k.

o

$

k-

o

§

>*

U

LU

2

2

to

k_

k_

tr

— J

u

u

3

f

c£

X

4— »

re

4—*

re

re

4-*

4-4

CD

CO

00

o

<

<

<

<

co

CO

CO

^ 2*
CO CO

>»

c

3

o

u

CD

k-

re

U

re

oc

c

3

O

u

CD

c_

_re

U

to to .Lr
C “

CD

c
CD

x: _c

4-» 4-*

< <

CO

k_

-Q

’—1

^ €
re 3

fi 3

^ c
o

■D

re

£r ^

re Q

c

CD

E

CL

o

>•

o

re

k_

_Q

CD

re

k.

-Q

'—I

CD

T3

C

CD

^ >

C

CO

k.

e?

c

o

’■3

re

>

O

c

CD

DC

CD

>

T3

C

re

X)

T3

re

o

re

re

CD

re

re

Q

2

4-»

o

o

4-»

c

CO

c_

CD

o

-C

4-*

JC

4-*

.C

4-*

-C

4-»

-C

4-*

!C

U

LU

3

cj

re

CL

k_

m

5

o

c

>4—

o

•4—

o

*4—

o

«4-

O

*4—

o

CO

4-*

in

c

3

o

O

u

T3

C

CO

O

(o'

<

LU

JZ

o

CO

CO

to

to

to

to

u

cc

re

o

1 —

re

■a

■a

"O

T3

U

T3

re

CL

re

SI

re

in

K

— j

c

c

c

C

c

C

00

<r

c

4-*

re

00

O

Q.

re

re

re

<

aj

C

U.

re

*k.

Li-

re

*k

u_

re

L

u_

re

k

u_

re

k

Li-

o

0)

ID

in

_j

o

u

O

o

re

a_

4-*

CO

<n

4-*

CO

4—*

in

4-*

CO

4-4

in

k

o

h-

DRAFT 10/11/15 MFS

FY2016

Athens Regional Library
July 1, 2015 through September 30, 2015

Budget

Amount

% of Budget

Revenue:

Amount

Received

Balance

Received

Reaional:

Interest

4,000.00

997.67

3,002.33

24.94%

Regional Fees

-

3,083.87

(3,083.87)

Personnel

634,456.31

158,614.08

475,842.23

25.00%

STEAM MATERIALS GRANT

10,000.00

9,516.00

484.00

95.16%

System Services Grant

60,234.69

15,058.67

45,176.02

25.00%

Outreach

107,400.00

26,850.00

80,550.00

25.00%

Talking Book Center

76,600.00

19,150.00

57,450.00

25.00%

892,691.00

233,270.29

659,420.71

26.13%

Athens-Clarke Countv:

Board of Commissioners

1,759,419.00

447,354.75

1,312,064.25

25.43%

City of Winterville

18,000.00

-

18,000.00

0.00%

Fines and Fees

134,300.00

25,316.47

108,983.53

18.85%

Transfer

66,842.00

-

66,842.00

0.00%

Interest

6,000.00

793.39

5,206.61

13.22%

Totals

1,984,561.00

473,464.61

1,511,096.39

23.86%

Franklin Countv:

Board of Commissioners

32,500.00

8,125.02

24,374.98

25.00%

Board of Education

18,225.00

-

18,225.00

0.00%

Cities of Lavonia, Royston, Canon
Carnesville & Franklin Springs

31,100.00

4,500.00

26,600.00

14.47%

Transfer from Reserve

8,225.00

-

8,225.00

0.00%

Fines and Fees

11,400.00

12,669.08

(1,269.08)

111.13%

Totals

101,450.00

25,294.10

76,155.90

24.93%

Madison Countv:

Board of Commissioners

197,440.00

49,360.00

148,080.00

25.00%

Fines, Fees and Copy Machines

19,408.00

5,031.21

14,376.79

25.92%

Totals

216,848.00

54,391.21

162,456.79

25.08%

Athens Regional Library
July 1, 2015 through September 30, 2015

Budget

Amount

% of Budget

Revenue:

Amount

Received

Balance

Received

Oconee Countv:

Board of Commissioners

381,000.00

95,250.00

285,750.00

25.00%

Board of Education

23,900.00

-

23,900.00

0.00%

City of Watkinsville

17,000.00

-

17,000.00

0.00%

City of Bogart

6,500.00

-

6,500.00

0.00%

Transfer from Reserve

11,190.00

11,190.00

-

100.00%

Fines and Fees

33,500.00

8,143.71

25,356.29

24.31%

Totals

473,090.00

114,583.71

358,506.29

24.22%

Oalethoroe Countv:
Board of Commissioners

56,059.86

14,014.97

42,044.90

25.00%

Board of Education

15,000.00

-

15,000.00

0.00%

City of Maxeys

250.00

-

250.00

0.00%

City of Crawford

500.00

-

500.00

0.00%

City of Arnoldsville

2,000.00

-

2,000.00

0.00%

Ctiy of Lexington

500.00

-

500.00

C.00%

Transfer from Reserve

2,552.14

-

2,552.14

0.00%

Fines, Fees and Copy Money

11,000.00

2,413.10

8,586.90

21.94%

Meeting Room

300.00

53.00

247.00

17.67%

Totals

88,162.00

16,481.07

71,680.94

18.69%

3,756,802.00 917,484.99 2,839,317.02 24.42%

GRAND TOTALS

Expenditures:

Regional:

Wages/Benefits Courier
Vehicle Operating &Repairs
Summer Reading Club
Debt Collection Service
Workers Compensation
Professional Fees
Postage
Travel

Printing and Publicity

Dues/Registration

Computer Maintenance

Insurance

Supplies

Personnel

STEAM MATERIALS GRANT
System Services Grant
Talking Book Center
Totals

Athens-Clarke County:

Outreach

Personnel

Operating Expenses
Totals

Athens Regional Library

FY2016

July 1, 2015 through September 30, 2015

Budget

Amount

% of Budget

Amount

Expended

Balance

Expended

24,751.00

3,001.20

21,749.80

12.13%

6,810.00

1,565.87

5,244.13

22.99%

4,000.00

875.00

3,125.00

21.88%

6,000.00

617.55

5,382.45

10.29%

12,000.00

271.40

11,728.60

2.26%

4,575.00

460.00

4,115.00

10.05%

4,000.00

241.09

3,758.91

6.03%

6,702.00

839.24

5,862.76

12.52%

1,000.00

230.45

769.55

23.05%

2,000.00

430.00

1,570.00

21.50%

2,420.00

-

2,420.00

0.00%

17,142.00

-

17,142.00

0.00%

20,000.00

129.87 .

19,870.13

0.65%

634,456.31

158,614.08

475,842.23

25.00%

10,000.00

9,516.00

484.00

95.16%

60,234.69

15,058.67

45,176.02

25.00%

76,600.00

19,150.00

57,450.00

25.00%

892,691.00

211,000.42

681,690.58

23.64%

44,000.00

11,000.00

33,000.00

25.00%

1,554,777.50

359,871.23

1,194,906.27

23.15%

385,783.50

84,382.69

301,400.81

21.87%

1,984,561.00

455,253.92

1,529,307.08

22.94%

FY2016

Expenditures:

Franklin County:

Outreach

Personnel

Operating Expenses
Totals

Madison Countv:

Outreach

Personnel

Operating Expenses
Totals

Oconee Countv:

Outreach

Personnel

Operating Expenses
Totals

Oglethorpe County:

Outreach

Personnel

Operating Expenses
Totals

Athens Regional Library
July 1, 2015 through September 30, 2015

Budget

Amount

% of Budget

Amount

Expended

Balance

Expended

15,000.00

3,750.00

11,250.00

25.00%

81,950.00

20,710.55

61,239.45

25.27%

4,500.00

833.55

3,666.45

18.52%

101,450.00

25,294.10

76,155.90

24.93%

14,900.00

3,725.00

11,175.00

25.00%

165,141.00

39,033.84

126,107.16

23.64%

36,807.00

6,625.26

30,181.74

18.00%

216,848.00

49,384.10

167,463.90

22.77%

23,000.00

414.355.00
35,735.00

473.090.00

5,750.00

106,712.65

9,071.91

121,534.56

17,250.00

307,642.35

26,663.09

351,555.44

25.00%

25.75%

25.39%

25.69%

10,500.00

2,625.00

7,875.00

25.00%

70,838.00

13,910.04

56,927.96

19.64%

6,824.00

1,517.61

5,306.39

22.24%

88,162.00

18,052.65

70,109.35

20,48%

3,756,802.00

880,519.75

2,876,282.25

23.44%

TOTALS

DIRECTOR’S REPORT

to the

ATHENS REGIONAL LIBRARY SYSTEM BOARD OF TRUSTEES

Prepared & Submitted by Valerie Bell
Tuesday, January 19, 2016

News from the State (GPLS) Valerie Bell, Library Director

* Hot Dog Day will be held on Wednesday, January 27, 2016. Hot Dog Day gives library staff members,
Trustees, Friends and other supporters from across the state the opportunity to meet with their elected
officials in the General Assembly to voice their support for public libraries. This year, we are advocating
for the expansion of the Bogart branch and also for a reinstatement of funding from the State for
materials. The event starts at 11:30 am. It would be nice to have a delegation of Friends and Board
members attend. If you are interested in attending, please let me know.

Administrative Report & Updates Valerie Bell, Libra ry Director

* The annual AUP (Agreed-Upon Procedures) Audit was performed by Michael J. Foxman, Interim chief
Audit Officer for the Board of Regents from Monday, December 14 thru Wednesday, December 16,
2015. The AUP was conducted using the agreed-upon procedures standards normally associated with
standards established by the American Institute of Certified Public Accountants. Mr. Foxman reviewed
18 procedures. While most of the findings were reported as “We did not note any exceptions as a
result of our procedures", there were five procedures with findings and recommendations. The findings
were related to “weaknesses in the system of internal control due to inadequate separation of duties”.

In brief, we don’t have enough checks and balances built into the system. In the 2016 budget and
staffing reallocation, we did plan for an additional part-time assistant in the business office. We have
posted the position and received numerous applications. Mamie and I will be interviewing and expect
to have a person hired by the end of the month. The AUP Report is attached.

* Ms. Aleda Joan Hartman, an educator who lived in Athens-Clarke County, left a $32,785 bequest to
the Athens Regional Library System. After discussion with Cheryl Slater and Tom Gresham (the past
and present ARLS Board Chairs) and Mr. Timmons, I signed the documents on December 15, to
receive the bequest. We received the check on December 22, 2015. I have asked Mamie Simonds to
investigate how we can get the best investment return on these monies.

In respect of Ms. Harman and her appreciation of education, I would like to use a maximum of $2,000
annually for the education and training of Regional staff during Staff Development Day. Staff
Development Day is the only time during the year that all staff come together to learn about cutting
edge library services. There is no established budget for this event. $2,000 would allow us to secure a
keynote speaker for the next several years.

* The Sick Leave Bank and Personnel Policy teams have been established and the review and
evaluation of the policies have begun. I expect we will have draft policies in place for the Policy
Committee’s review before the next ARLS Board meeting.

* The 2015 Staff Development Day was very successful. The staff enjoyed the variety of classes and
having a day with coworkers from other branches. There was nearly 1 00% staff attendance. Guest
Speaker Rita Oakes offered the Keynote address entitled “Blackbelt Librarian” (from the book with the
same title). This addressed the topic of library security, and included a section on Active Shooter
training. There were 11 breakout sessions including training on Genealogy, Instagram/Social Media,
Library Aware (our Public Relations software program), the PINES catalog, MANGO (a database which
teaches foreign languages), and various new technology equipment for the staff to use and learn more
about. One portion of the day that was very successful was having the staff “Reimagine” the ARLS

library of the future. Many new services were discussed and the Resource Team will be evaluating the
potential of those newly imagined programs & services.

ance Mamie Simonds, Business ManaJ^^

* The annual audit (AUP) engagement with Terry Masters, CPA was conducted during this reporting
period. Internal Audit procedures followed with testing of the following: Cash receipts, Deposits,
Invoices, State funding, Federal funding appropriations, construction expenditures and revenues,
capital assets, bank reconciliations, investments, and fund financial statements were tested according
to state accounting guidelines. A full report will be presented to ARLS as Mr. Masters completes his
report when it is approved by the Board of Regents. E-verify and adding the capital assets materials
collection to the general ledger were new items to be tested this year. ARLS successfully completed
the testing procedures as required by Georgia Department of Audits.

Development & Grants Donna Brumby, Assistant Director

Grants awarded during the third quarter of FY16:

* AM Public Programs Office and National Center for Interactive Learning: Discover Tech: Engineers
Make a World of Difference (Madison County Library; Kim James and Lorena Gay-Griffin). Madison
County Library was selected as one of only eight libraries across in the U. S. to host a national tour of a
traveling interactive exhibition highlighting engineering activities and practice. The library will present 10
public programs in collaboration with community organizations, local scientists, and educators. The
series will include adult programs by UGA Extension Service, EarthHomes, and the GPLS technology
“petting zoo.” Programs for youth will include Lego robotics and a STEM-related career fair. Multi-
generational program opportunities will include a mini maker fair / hackathon with Hatch, and mini
motors and squishy circuits geek projects.

* Georgia Council for the Arts: Vibrant Communities. Funded by Georgia Legislature to help GCA M
increase the reach of arts grants across the state, new grants will provide art programming projects for
local communities. The Athens Regional Library System received three of these grants.

1. Madison County Library (Kim James): Exercise Your Mind and READ! $1,100.00 will help
provide three arts and crafts programs for adults and two for children during Summer Reading
2016. Themes include pottery, soap-making, metal working, storytelling and acting, and ukuleles.
Presenters will be local and regional artists and experts.

2. Oconee County Library (Rhea Hebert and Rebecca Ballard): Oconee Inspira-thon. $4,000.00
will provide programming for a series of creativity workshops to inspire children, ages six - 14, to
learn and create in a variety of media. Educational presenters will introduce puppet making and
song writing. Programs will be made available at both the Oconee County Library and the Bogart
Branch.

3. Oglethorpe County Library (Tiffany Speed and Lorena Gay-Griffin): Building on Art History.

$1 ,000.00 will fund three two-weekend workshops for adults and teens. Workshops will focus on
iconic artists and offer opportunity to create works of art inspired by the style of those artists.

Program specialist will be local artist (and Oglethorpe County Library Substitute Assistant) Nan
Demsky.

Grants currently in the works:

* Turner Family Foundation grant for upgrading Pinewoods facility submitted by Assistant Director,
Lorena Gay-Griffin. The application has been filed and we are currently awaiting a decision.

Facilities Joy Ovington, Operations Manages

* Lighting has been installed in the adult new books section and the Children's area. *

* The Operations Manager’s laptop has been equipped with the software that will enable changes to the
regional telephone system. This will enable the ability to remotely change the telephone message in
the event of library closings or delayed openings due to weather conditions.

Support Services

Materials Donna Brumby, Assistant Director

* Holly Bowden and Acquisitions Assistant Josh Goodwin participated in testing for Evergreen 2.9, which
will be the new PINES upgrade coming in January 2016.

* Josh Goodwin Acquisitions Assistant, attended GPLS Catl copy cataloging training in October and
original RDA cataloging of books training in December.

Public Relations Rhiannon Eades, Public Information Officer

* During the month of January, we had an advertisement on Magic 102 encouraging residents to use
library resources to buttress success with all their New Year’s resolutions.

* February is National “Love My Library” Month. The library will have four billboards around the region
and various displays in every Branch.

Technology Greg Deal, Information Technology Manager

* E-rate Form 470 applications have been filed for the region. The E-rate program provides schools and
libraries with discounted billing of up to 90% for phones, Internet and eligible equipment and services.

In addition to discounts for phones and Internet service, the library has requested funding for upgrading
network infrastructure, including new gigabit switches, cables and Uninterruptible Power Supplies at
each location. The library has also requested bids for a centrally managed wireless system with more
powerful access points at each library.

* The IT Department completed roll-outs for new equipment received in August, including the
repurposing of approximately 30 computers to upgrade existing staff computers and OPACs in the
region.

* IT is also working on an upgrade of our web server, including moving the site to improved hardware for
better reliability and performance, as well as upgrading the software to the latest version of Joomla. As
part of the upgrades, we are also making design changes on the website to improve appearance and
navigation, and implement mobile-friendly design.

Public Services (ACCL) Trudi Green, Assistant Director

Circulation

* The Athens-Clarke County Library recently acquired additional lighting in the new books browsing area.
The additional lighting makes it much easier for patrons to browse and highlights our newest materials.

* In November the new kids PINES cards arrived! The cards feature the art of Georgia illustrator Michael
P. White. One design has a fun bird and the other showcases a goat! The circulation staff have signed
up many kids with the new cards. The goat design seems to be the most popular!

Heritage Room

* Completed Saving Stuff series with Natalie Wright of the Digital Media Center. We had maximum
attendance at all programs and received excellent feedback from patrons. We hope to offer the series
again next Fall.

* Our annual Night Owl Prowl was another success, with 26 in attendance. Thanks to the Clarke-Oconee
Genealogical Society for their co-sponsorship.

Information Services

* Passport Services moved to the second floor in October. This has been a very positive change for both
staff and patrons.

* Passport agents completed their annual refresher and re-certification course. Two new staff members,
attended new passport agent training in Atlanta--a third new librarian is scheduled to attend in January.

[een Services

* Athens-Clarke County Library received a Great Stories Club grant from ALA. This grant provides
reading material for at-risk teens. The library will be partnering with Ombudsman to host the meetings
and two UGA professors and a community activist will be participating in the discussions as well. The

The branch conducted a Cardboard Guitar workshop using Makey Makey kits to connect to the
computer, exploring electronic circuitry. In December, guest pianist Caroline Aiken played the new
keyboard from the grant, and the branch held a holiday sing-along with 45 in attendance. Other
branches may borrow this equipment, as desired.

Oglethorpe County

* Oglethorpe County Library Branch Manager Tiffany Speed returned to work in December.

* The library began its GED class with Paxen Learning on January 11. This class will run Monday-Friday
for 6 weeks and will allow participants to complete their GED during this time.

* Benjamin McDaniel, Director of Oglethorpe County Parks and Recreation Department, is offering “Busy
Bodies with Coach Ben” to preschoolers on the 3rd Friday of each month. This has been a very popular
program for children and is one of several planned partnerships with the Recreation Department.

* The Friends of Oglethorpe County Library and Oglethorpe Fresh held a silent auction and concert as a
fundraiser for the library.

* The library has been approved to receive a new roof and renovations to the entryway and lobby. The
county was able to use funds from an insurance claim to the Georgia Public Library System’s
Maintenance, Renovation, and Repair (MRR) grant funds, enabling this long-awaited renovation to
occur.

Oconee County

* Oconee County’s Watkinsville Branch has added a Spanish-language Storytime. Conducted by native
speaker Paula Reynaldi, the story sessions are bringing a mix of Latinos and English-speakers
interested in learning Spanish.

*

*

Staff and teen volunteers marched in the annual Watkinsville Christmas parade, tossing candy to the
crowd. The branch collected food for furry friends during the holidays and donated to the pet shelter.
Branch Manager Rhea Hebert has brought donated books to the Health Department office. Staff at the
Health Department report that parents are now staying off their phones and instead, reading to their
children while waiting for appointments.

Bogart Branch continues to offer strong programming for “Tween” age patrons. A knitting circle, Lego
club and Tea on Tuesday book club are geared toward this demographic. Several holiday craft
programs were offered, and an after-Christmas magic show kept kids and parents entertained during
the holiday school break.

Staff News Valerie Bell, Library Director

* Watkinsville Branch Youth Services staff Molly Moore and Lyndey Clayborn attended the national
Young Adult Library Services Association (YALSA) conference in Portland, Oregon in November. They
came back excited and full of new ideas.

*

*

*

*

Valerie Bell and Joy Ovington attended the Athens Area Employer Committee December meeting at
the Department of Labor office.

Joy Ovington and Mamie Simonds attended a webinar coordinated by GPLS regarding Affordable
Care Act reporting.

Joy Ovington attended a webinar regarding Transgender Workplace Rights.

Josh Goodwin Acquisitions Assistant, attended GPLS Catl copy cataloging training in October and
original RDA cataloging of books training in December.

Angela Stanley presented at the Society of Georgia Archivists annual conference, in a panel titled,
“Identifying and Keeping Volunteers” in October. This session discussed how archivists at three
different types of institutions have worked with members of the public to provide mutually beneficial
experiences for both the volunteer and the repository. Topics included the identification of projects for
volunteers with a wide variety of backgrounds and experiences and maintaining interest and dedication
over time. Beth Whitlock also attended the conference.

* Angela Stanley attended a weeklong retreat at Amicalola Falls and a two-day seminar in Savannah as *
part of her participation in PINNACLE (Public Library Institute for New and Creative Leadership
Education).

* Priscilla Lewis attended training in Chicago in November for the Great Stories Club grant.

* Information Services librarian Tammy Gerson presented a program on Hanukkah for the Children’s
Department.

* ACCL Staff held a holiday cookie swap/fund-raiser for Project Safe. Several staff members brought in
cookies to share with their colleagues, and many more donated money or a toy for Toys for Tots. This
was spearheaded by Tammy Gerson.

* The “Spooky Staff Picks” display headed up by Circulation clerk Stephanie Rivers in October was very
popular. Sixteen AC-C staff provided numerous suggestions to keep the spooktacular display full as the
items were checked out by patrons.

* Circulation clerk Joshua Foxworth helped to staff the ACCL Star Wars Day! He manned the Wookie
Bookmark station and also helped with set up and clean up.

Valerie Bell, Library Director

Newly Hired Staff

Name

Action Date

Branch & Title

Brittany M. Smallwood

October 20, 2015

Watkinsville Branch Assistant

Jeannette E. Molina

November 9, 2015

ACCL Pinewoods Branch Clerk/Custodian

Melissa Jennings Sweat

November 9, 2015

ACCL Public Relations Intern #2

Resignations & Retirements

Name

Action Date

Branch & Title

Vicki Ussery

December 30, 2015

Oglethorpe Branch Assistant

Carley Guillorn

December 31, 2015

Royston Branch Assistant

Emma LeCroy

December 31, 2015

Lavonia-Carnegie Library Branch Manager

Requests & Board Action Valerie Bell, Library Director

Resolution for Emma LeCroy
AUP

Ratification to accept the $32,785 bequest from the estate of Ms. Aleda Joan Hartman.

Nathan Deal
Governor

SAP

State Accounting) ffice

Thomas Alan Skelton, CPA
State Accounting Officer

Date:

To:

From:

Re:

January 4, 2016

All Agency Heads and Chief Fiscal Officers

/fft)

Alan Skelton, State Accounting Officer
Mileage Rate Decrease for Calendar Year 2016

This memo is to communicate changes to State travel reimbursement rates for calendar year 2016.
These changes apply to the use of privately owned automobiles (POA), authorized State Government-
owned automobiles, and motorcycles used for official state purposes.

Please make sure the information in this memo is conveyed to appropriate staff in your
agency/department.

The Official Code of Georgia Annotated (OCGA) Section 50-19-7 requires use of the United States
General Services Administration (GSA) rates for mileage when State employees are reimbursed for use of
a privately owned vehicle on official travel.

The GSA recently announced revised rates for calendar year 20 1 6. The following rates are applicable to
travel that occurs on or after January 1, 2016:

Tier 1 Rates: Automobile

Motorcycle
Airplane

Tier 2 Rate: $0.19 per mile

$0.54 per mile
$0.51 per mile
$1.17 per mile

The mileage reimbursement rate policy has been updated on SAP's website to reflect the 2016 rates. Any
agency not on the TeamWorks Travel & Expense System will be responsible for updating the travel
expense form. The standard expense form template is provided on SAO’s website.

Any reimbursement of mileage claims paid to an employee in excess of rates published in the mileage
reimbursement policy must be refunded to the state or characterized as taxable compensation to the
employee.

Any questions concerning the contents of this memorandum or related to the State travel regulations
should be directed to the following email address: SAP traveltrDsao. ga.gov.

cc

Governor’s Pffice of Planning & Budget
State Purchasing Division

200 Piedmont Avenue • 1604 West Tower • Atlanta Georgia 30334 • (404)656-2133 • (404) 463-5089 FAX

www sao georgia gov

ATHENS REGIONAL LIBRARY BOARD COMMITTEES 2016

DRAFT

Executive Committee

Tom Gresham, Chairperson [Oglethorpe County]
Rita Shoemaker, Vice Chairperson [Franklin County]
Penny Mills, Treasurer [Oconee County]

Wally Eberhard, At-Large [Athens-Clarke County]

Finance Committee

Penny Mills, Chair [Oconee County]

Mark Campbell [Oconee County]

Ramona Booth [Madison County]

Robert Wyatt [Oconee County]

Personnel Committee

Bill Prokasy, Chairperson [Athens-Clarke County]
Dennis Hopper [Athens-Clarke County]

Howard Shapiro [Oglethorpe County]

Karen Harrison [Madison County]

Policy Committee

John Timmons, Chairperson [Athens-Clarke County]
Wally Eberhard [Athens-Clarke County]

Rita Shoemaker [Franklin County]

Robert Wyatt [Oconee County]

Publicity Committee

Jean Westmacott, Chairperson [Oglethorpe County]
Cindy Bryant, [Franklin County]

Harry Rice, [Madison County]

Note: Board Chairman and Library Director are Ex-officio members of all Committees
and should be notified of all Committee meetings. All Committee Meetings should
operate under the provisions of the Open Meetings Act.

1/14/2016 vb/tg

ATHENS REGIONAL LIBRARY SYSTEM

BOARD MEETING SCHEDULE

2016

January 21st -3:30 PM
April 21st - 3:30 PM
July 21st -3:30 PM
October 20th - 3:30 PM

Athens-Clarke County Board Room
Athens-Clarke County Board Room
Athens-Clarke County Board Room
Athens-Clarke County Board Room

ATHENS REGIONAL LIBRARY SYSTEM
2016 SCHEDULED CLOSINGS

All Libraries in the Regional System will be Closed:

December 31, 2015; close at 6 PM.,

January 1, 2016

January 18, 2016

March 27, 2016

May 30, 2016

July 4, 2016

September 5, 2016

November 11, 2016

November 23, 2016; close at 6PM.

November 24, 2016

December 24, 25, 26, 2016

December 31, 2016; close at 6 PM

.New Year's Eve
.New Year's Day

.Dr. Martin Luther King, Jr. Birthday
..Easter Sunday
Memorial Day
...Independence Day
.Labor Day

.Staff Development Day
.Thanksgiving Eve
.Thanksgiving Day
.Christmas Holidays
.New Year's Eve

January 1, 2017

New Year's Day

ATHENS REGIONAL LIBRARY BOARD COMMITTEES 2016

Executive Committee

Tom Gresham, Chairperson [Oglethorpe County]

Rita Shoemaker, Vice Chairperson [Franklin County]
Penny Mills, Treasurer [Oconee County]

Wally Eberhard, At-Large [Athens-Clarke County]

Finance Committee

Penny Mills, Chair [Oconee County]

Mark Campbell [Oconee County]

Ramona Booth [Madison County]

Robert Wyatt [Oconee County]

Personnel Committee

Bill Prokasy, Chairperson [Athens-Clarke County]
Dennis Hopper [Athens-Clarke County]

Howard Shapiro [Oglethorpe County]

Karen Harrison [Madison County]

Policy Committee

John Timmons, Chairperson [Athens-Clarke County]
Wally Eberhard [Athens-Clarke County]

Rita Shoemaker [Franklin County]

Robert Wyatt [Oconee County]

Publicity Committee

Jean Westmacott, Chairperson [Oglethorpe County]
Cindy Bryant [Franklin County]

Harry Rice [Madison County]

Note: Board Chairman and Library Director are Ex-officio members of all Committees
and should be notified of all Committee meetings. All Committee Meetings should
operate under the provisions of the Open Meetings Act.

1/14/2016 vb/tg